Events and Communications Coordinator

Ref.: EUISS (2023) TEMP 02

Status: Temporary Staff Member

Place of employment: Brussels, Belgium

Indicative starting date: As soon as possible

Salary

The maximum salary for this position is EUR 4.000, subject to national taxes and social insurance. The Events and Communications Coordinator will be working full-time from the EUISS office in Brussels.

Duration

The contract will run for 9 months from November/December 2023 until August 2024.

Job description

The EUISS is looking for a highly motivated and dynamic individual with a great sense of responsibility to support the organisation of the Cyber Consultations with partner countries and other events of the EU Cyber Direct project. This is a high exposure position that requires independent thinking, self-discipline and professionalism. The Events and Communications Coordinator will be responsible for all aspects of event organisation - including budgeting, reporting, travel arrangements - organised by the EU Cyber Direct. In addition, they will be in charge of project-related communications, including social media and other campaigns. The Events and Communications Coordinator will report to the Project Manager based in Brussels and will work closely with other members of the team at the EUISS and at the partner institutions.

Main responsibilities

• Event planning and organisation: in cooperation with project experts, support the logistics of physical and/or online high-profile public and closed-door events (mainly travel and accommodation arrangements, filing expense reports, etc.); liaising with event partners and managing contracts with services providers (venues, caterers, content providers, etc.); under the supervision of the Project Director and Project Coordinator, prepare narrative and quantitative reports from events and other; collect reports from partner organisations for events under their responsibility;

• Communications: manage content of the EU Cyber Direct social media platforms; manage content of the EU Cyber Direct website and Directions blog, including communication with the authors; update lists of activities, media articles and updating the website and databases accordingly; drafting content for newsletters, website, and social media; producing visual content and layouts for publications, implement the annual communication strategy and plan; create and promote high-quality content that engages stakeholders and audiences, both for activities and events; give advice and/or provide support across teams concerning project communications; supervise the website and social media platforms; supervise the production of marketing materials and publications; supervise video production from concept to editing to publishing (including managing production process with external contractors).

Eligibility criteria

On the closing date for applications, candidates must fulfil all the following conditions:

• Be a national of a member state of the European Union;
• Enjoy full rights as a citizen to be attested at the moment of recruitment by a recent extract from a judicial record and/or certificate of good conduct;
• Have fulfilled any obligations imposed by national law on military service;
• Be physically fit to perform the required duties.

Education

• A university degree (BA/MA) in Event Management, Communications, International Relations, or other disciplines relevant to this position.

Selection criteria

Prior knowledge of cyber-related issues is not necessary to apply for this position.  

Qualifications and skills

• Fluency in oral and written English; working knowledge of French will be an asset;
• Excellent communication skills, including facilitating communication between researchers and policymakers;
• Creative, flexible, organised, independent, solution- and output-oriented, and meticulous in achieving delivery targets.

Professional experience

• At least 1 year of proven experience in organising events and conferences;
• Demonstrable experience in organising and conducting communication campaigns, including on social media; experience in dealing with media and graphic design will be an asset;
• Demonstrable experience in managing websites.

Procedure

All interested candidates must complete the online application form, and attach:

• A detailed CV in English (with a clear indication of educational attainment and professional experience);
• A cover letter in English addressed to the EUISS Director;

Applications received by email, fax or post will not be considered. Only correctly and fully completed applications will be accepted.

The deadline for submitting applications is 24 October 2023, 12:00 CEST.

All eligible applications will be scrutinised by a Selection Committee. Candidates whose applications best match the selection criteria will be invited for an interview. In addition, a second interview or written tests may be carried out.

The successful candidate will be offered a nine-month contract with a one-month probationary period.

All applicants will be informed of the results of their application by the end of the selection procedure.

The EUISS is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

Should a candidate have any questions related to the current vacancy notice or the selection procedure or the procedure to follow in case they want to lodge a complaint, they may contact the Human Resources Department using the EUISS online contact form and indicating the reference of the vacancy notice.

The processing of personal data by the EUISS is governed by Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) N° 45/2001 and Decision N° 1247/2002/EC. By submitting an application, the applicant consents to the processing of the personal data contained in the application form and the supporting documents enclosed therewith, in the sense of Article 5.1 (a) of the Regulation. The personal data in question is collected by the EUISS for the sole purpose of this selection process.